Texas Transaction Coordination Services from Contract to Close

Comprehensive real estate transaction management. Let us keep an eye on all the little details so you can focus on the big picture.

Our Services

Every transaction is a little different but they all share a common theme. The items below are what we consider our baseline and something you should expect from us on every transaction. Our virtual transaction coordinators for real estate agents are equipped to handle every aspect of your transaction, ensuring a seamless experience from contract to close.



  • Introduction email to your client, the co-broke agent, escrow officer, lender, any other necessary parties
  • Email key dates to you and your client after introduction email
  • Email the executed contract to the co-broke agent, title, and lender
  • Track receipt of contract from title
  • Track delivery of earnest money deposit and option fee
  • Track Survey, T-47, Seller Disclosure, and other document due dates
  • Track contract obligations like the Resale Certificate and Subdivision information
  • Track contingency dates and send out 48 hour reminders
  • Weekly updates to all parties after option period
  • Pre-closing utility connect/disconnect reminders
  • Pre-closing reminders to forward mail, cancel monitoring and lawn services
  • Reminders to transfer all smart home access information
  • Periodic relevant email updates to your client when necessary
  • Assist your clients with scheduling closing
  • Assistance completing CDA request
  • Track and organize all transaction documents
  • Provide you with a completed copy of all transaction documents after closing
  • Services will be billed directly to title and payable at closing on the settlement statement or invoiced directly to you for payment
  • If the transaction doesn’t close, our fee is waived
  • ** Texas does not allow dual agency, you only pay for the side you represent. We do not require both sides to use a Transaction Coordinator.



  • Introduction email to your client introducing us as your Listing Coordinator
  • Let your clients know we’ll be following up with them for documents and signatures where necessary
  • Check executed listing agreement for completeness: initials, signatures, complete/correct names, all addenda and disclosures are present
  • Check listing agreement for compliance against your Broker’s requirements (if provided)
  • Schedule photographer, stager, sign & lockbox install
  • Receive and review photographs
  • Upload photos to MLS and add photo descriptions
  • Attach virtual tour links
  • Upload completed broker info sheet, seller’s disclosure, survey, T-47, MUD addendum, POA addendum, list of upgrades, offer instructions, and any other relevant information supplied and approved by agent
  • Send a copy of MLS listing to agent and client for review and approval
  • Enter showing information into ShowingTime
  • Send copies of all completed documents to agent and seller(s)
  • Send out emails to agent and seller(s) once listing is active in MLS
  • Post open house dates
  • Update listing as required/directed by agent
Full Transaction Coordination includes Broker Compliance, but sometimes all you need is a little help in the organization department, that's where Broker Compliance comes in. We'll do all the cleanup work on a file and submit it to your Broker's back-office so you can get paid at closing.



  • Check all contract documents for completeness.
  • Check to make sure all contract documents and addenda are present.
  • Notify agent about missing initials/signatures, incomplete blanks on contract documents, and missing addenda.
  • Organize all electronic documents (sort, rename, time/date stamp).
  • Check all contract documents against Broker compliance checklist.
  • Upload documents into broker’s back-office system.
  • Gather earnest money deposit and option fee check image(s).
  • Submit a CDA request to Broker.
  • Check contract documents and CDA against preliminary settlement statement.
  • Deliver completed CDA to title prior to closing.
  • Deliver final copy of all signed documents to Agent and Broker.
  • Gather and file final settlement statement upon successful closing.
  • ** Broker Compliance does not include client interaction.
Are you one of those lucky agents that works in an area serviced by two, three, or even four MLSs? Our MLS Data Entry service is a huge time-saver. Away from the office and need a contract or listing agreement drawn up and sent for signature? Give our Doc Prep services a try.


  • Process Backup Contract for existing transactions only
  • Listing MLS Data Entry Only
    $50 / MLS
  • Doc Prep Services – Listing Agreement
  • Doc Prep Services – Earnest Money Contract
  • Doc Prep Services – Miscellaneous Forms
    $20 / form

Frequently Asked Questions

  • Freedom is Texas based Transaction Coordinator Service and services agents across the entire state of Texas.

    We’re very familiar with TREC and TAR forms as well as the closing process for residential real estate in Texas.

  • Consider us an on-demand fractional service that doesn't cut into your operating budget. When you have a contract, we're here to help. When you don't have a contract, you're not paying for an idle resource.

    Having said that, if you already have a full or part time assistant, you can still use our services as backup when your assistant is ill, on vacation, or on an extended leave of absence.

    We're also great for overflow when you have more than your assistant can handle.

  • We use best of breed purpose-built software to track your transaction, not a bunch of spreadsheets and post-it notes.

    Using dedicated software to help coordinate a transaction also allows us to have a seamless transition from one Transaction Coordinator to another in the event that one of our staff is sick or on vacation.

    In addition to dedicated software and a well oiled team, we also do capacity planning to try to keep the average number of transactions to a manageable level per Transaction Coordinator. This helps ensure each Transaction Coordinator isn’t overworked which will help reduce mistakes, make for a happier and more productive Transaction Coordinator, and most importantly, it will allow each Transaction Coordinator to give you and your clients the feeling that you’re getting personalized one-on-one service.

  • Give us a call or send an email and let us know when you're available for a callback.

    We'll send out a packet of information for you to review that includes a scope of responsibility and a schedule of fees.

    Once you're onboarded you just need to email your next contract to us and we'll get to work.

  • No, never. While we'd love to work with you on every transaction, we realize some transactions may be too simple or too small to cover the cost of transaction coordination.

    You're also always free to leave at any time or to only send us overflow or seasonal contracts.

  • Call us and we'll explain how most of our clients enjoy our Transaction Coordination services without paying for them. It's a simple process that most agents already use.

  • At Freedom Real Estate Services, our real estate transaction coordinators stand out due to their expertise, personalized approach, and commitment to efficiency. Each virtual transaction coordinator is not just skilled in handling paperwork and deadlines, but also excels in providing tailored support to real estate agents, ensuring every transaction is managed with the utmost precision and care. We believe in combining technology with a human touch to offer the best transaction coordination services in Texas.

Contact Us

You have questions? We have answers!

You can always call (713) 364-4382 or email SetMeFree@freedom-res.com.

You can also fill out the short contact form below and we'll get right back to you.

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About Us

Freedom Real Estate Services will coordinate your Texas real estate transaction from contract to close. Specializing in comprehensive real estate transaction management to streamline your deals. We’ll keep an eye on all the little details so you can focus on the big picture.

We’ll work with you to set up a custom experience for you and your clients that’s not only consistent and repeatable on every transaction but that grows with your business over time. Our team of virtual real estate transaction coordinators is dedicated to ensuring smooth and efficient transaction processes for real estate agents.


Here’s a list of some of the more popular real estate software we’ve worked with to help our clients close their transactions.
  • SkySlope
  • Zipforms
  • Docusign
  • Dotloop
  • Keller Williams Command
  • Backagent
  • Docusign Rooms
  • Folio
  • Realty Back Office
  • Dropbox
  • BrokerSumo
  • AuthentiSign
  • Google Drive
  • Sierra Interactive
  • ZohoCRM
  • Box
  • Trello
  • Transaction Desk
  • FrontApp
  • Asana

Broker Support

Wish your top sellers were more organized?

Losing sleep because your top agent's paperwork is giving you nightmares? Freedom Real Estate Services offers Transaction Coordination and Broker Compliance services to keep your star sellers organized and on track so you can focus on growing your brokerage.

Need help getting back on track?

Cleaning up problem files and getting everyone on the same page is what we do best. Turn your paperwork headaches over to us and stop dealing with...

  • Last minute paperwork
  • Missing signatures and initials
  • No Executed Date
  • Wrong or outdated TAR/TREC form versions
  • Missing addenda
  • Filenames don’t make a bit of sense
  • Missing EMD and Option Fee check images and receipts

Full Service Texas Transaction Coordination

With our Texas Transaction Coordination Service, we work to help your Agent's keep their deals on track for a higher close ratio. Transaction Coordination also includes Broker Compliance as part of the service. In addition to our 37 point checklist, we also do the following: twice weekly contact with title and lenders, gather and organize all electronic files, chase down check images and receipts, help with amendments, and submit the CDA for approval and delivery to title. Transaction Coordination also includes twice weekly reports: a Monday report with upcoming key dates and a Thursday completed items status report.

Broker Compliance

Broker Compliance is geared more for the Agent that already has a proven track record of keeping everything on track but just needs someone to oversee organization, filing, and compliance to ensure they get paid at closing. This service is purely a back-office service where we only communicate with the Agent, Broker and/or Broker’s assistant to make sure all of the documents required by the Broker are complete, present, and filed in a timely manner.

You Sell, We’ll Coordinate

At the end of the day someone has to chase the paper and keep things organized, that’s where we step in. A Transaction Coordinator keeps your transaction moving smoothly along. This allows you and your agents to spend time doing what you do best – building new business, selling, and enjoying your success.